What are the responsibilities and job description for the Fleet Administrator position at Earthtones Companies?
The Fleet Administrator supports the day-to-day operations of the company’s fleet and equipment by ensuring accurate recordkeeping, regulatory compliance, and effective coordination across departments. This role plays a critical part in maintaining organized fleet data, supporting driver compliance, and facilitating communication between vendors, branches, and internal teams.
Administrative Tasks
- Process registrations, titles, and renewals.
- Maintain vehicle records.
- Track required vehicle inspections.
- Manage tolls and citations.
- Submit approved invoices for processing.
Coordination
- Assist in tracking and maintaining vehicle assignment.
- Assist in assigning loaner vehicles when necessary.
- Support driver file compliance and records.
Data Management
- Process new equipment purchases through aspire.
- Ensure all equipment is added to insurance policies per department equipment is assigned.
- Assist with assigning fuel cards to appropriate departments on an as needed basis.
- Coordinate insurance and accident documentation upon incident.
Communication
- Vendor coordination when receiving New Vehicles, Equipment, Parts, and Supplies.
- Communicate with drivers on a as needed basis.
- Contact with other branches on a as needed basis.
Qualifications & Requirements
- 2 years of administrative experience, preferably in fleet, operations, or logistics
- Strong organizational skills with high attention to detail
- Ability to manage multiple tasks and prioritize effectively in a fast-paced environment
- Proficient in Microsoft Office (Excel, Outlook, Word); Aspire experience preferred
- Strong communication and problem-solving skills
- Basic understanding of vehicle registration, compliance, and insurance processes preferred
Preferred Skills
- Experience working with fleet management systems (e.g., Samsara or similar)
- Knowledge of DOT compliance and driver file requirements
- Ability to analyze data and identify discrepancies or gaps in records
- Experience coordinating with vendors and multiple branch locations
Work Environment
- In office
Salary : $45,000 - $55,000